Lab Inventory Support for Startups and Small Labs
Safety, purchasing, cost tracking, compliance and waste management are all connected to inventory.
I'm a PhD chemist who has worked in labs. I know that when inventory tracking falls apart SDS binders go out of date, purchasing records are scattered throughout emails, and nobody wants to think about hazardous waste compliance until there's a problem. Fixing the inventory system helps fix everything that touches it.
I help small and startup labs get their inventory system running so you can focus on the science, not the distraction that ensues from mismanaged inventory.
About Me
I combine a PhD chemistry background and hands-on lab management experience with a bookkeeping practice serving businesses across the country. I've managed purchasing, inventory, and hazardous waste in labs.
What I Offer
Inventory & Purchasing Management I set up and maintain inventory systems so that they actually work as intended-simple use of barcode scanning for usage tracking and current SDS documentation for every chemical on your shelves. Expiration date and min/max level tracking means no more guessing what's in the freezer or scrambling when something runs out or expires.
Financial Integration Your inventory data flows into QuickBooks, connecting what you're consuming to what you're spending. You'll have real visibility into costs by project, accurate data for grant reporting, Cost of Goods Sold (COGS), asset tracking and cleaner books at the end of the month.
How We Start: The Process
Every lab's needs are different. My process is designed to minimize disruption while building a stable, long-term solution.
Free Initial Consultation: We discuss your current pain points: what takes the most time, what is falling through the cracks (e.g., expiration dates, compliance, grant reporting), and what systems you currently use (or wish to use).
Diagnostics & Proposal: I conduct a brief virtual or on-site analysis of your existing inventory and purchasing workflow. We then deliver a clear proposal detailing the scope, required systems, and a fixed price for the System Setup service.
Setup & Integration: We implement the chosen inventory management system (software, barcode tracking, or optimized spreadsheets) and ensure seamless, accurate flow of consumption and purchasing data into your financial records (QuickBooks).
Training & Ongoing Support: Your team is trained on simple, fast usage protocols. We either hand off the self-sustaining system or transition you into a monthly Continuous Management retainer for ongoing accuracy and specialized reporting.
Specialized Lab Inventory Packages
Choose the solution that best fits your lab's stage and budget.
1. System Setup & Launch (One-Time Service)-Starting at $1,500
Focus: Building a robust inventory system from the ground up.
Comprehensive Inventory Audit: Physical count, classification, and digital entry of all reagents, samples, and major assets.
System Configuration: Selection and setup of the best system for your lab size.
Safety & Compliance Linking: Integrating current SDS documentation linked directly to chemical entry.
Operational Optimization: Establishing Min/Max Reorder Points and training staff on barcode scanning and usage tracking.
Financial Integration: Initial data structure setup to ensure capture of chemical usage.
2. Operational Tune-Up (As-Needed/Quarterly)-$100/hour or Project Quote
Focus: Resolving specific pain points, cleaning up existing records, and preparing for audits.
Financial Reconciliation Clean-up: Reconciling 3-6 months of purchasing records against physical inventory to catch discrepancies and ensure financial accuracy.
Expiration Date Protocol: Identifying expired or soon-to-expire materials to minimize waste and safety risk.
SOP Development: Writing clear, concise Standard Operating Procedures for purchasing, receiving, and usage tracking tailored to your specific system.
Compliance Check: Targeted review of hazardous materials tracking and documentation adherence.
3. Continuous Management (Monthly Retainer)-Starting at $500/month
Focus: Full operational support and financial confidence—letting you focus 100% on the science.
Monthly Inventory Maintenance: Tracking usage, entering new materials, and managing lot numbers and locations.
Automated Alerting: Proactive alerts for low stock (triggering reorders) and imminent expiration dates.
Monthly Financial Reporting: Providing financial reports, R&D Operating Expenses or Cost of Goods Sold (COGS), spending breakdown by project/grant, and accurate equipment asset tracking.
Purchase Order (PO) Management: Reconciling vendor purchase orders/invoices directly against physical inventory received.
Dedicated Bookkeeping Integration: (Optional Add-on) Full integration with your monthly bookkeeping service, ensuring zero discrepancy between your shelves and your balance sheet.
Why This Matters
You started your lab to do science, not to manage vendors and reconcile purchase orders. Operational chaos leads to wasted time, expired reagents, budget surprises, and compliance risks.
Getting these systems right means:
Fewer fires to put out
Clearer financials for investors or grant agencies
Confidence for compliance and audits